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BCOL Advisory Council Agenda Packet 01-16-2015BCOL ADVISORY COUNCIL AGENDA: January 16, 2015 BERTRAM CHAIN OF LAKES REGIONAL PARK �`—�- ADVISORY COUNCIL MEETING AGENDA C H A I N 0 F M C FRIDAY, JANUARY 16, 2014 H A N O LAKES 8:00 A.M. REGIONAL PARK BRIDGE ROOM, MONTICELLO COMMUNITY CENTER 1. Call to Order (Angela or Marc) 2. Welcome New Member(s) and Introductions 3. Election of Officers — Chair and Vice Chair 4. Consideration of Approving Minutes From December 5, 2014 5. Consideration of adding to and approving the agenda 6. 2014 Year End Treasurer Report (Marc) 7. Frost Bite Days Post Event Report (Wes) 8. 2015 YMCA Shared Use Agreement (Angela and Marc) 9. 2015 MORC Partnership (Marc) 10. 2015 Purchase Update (Angela and Marc) 11. Phase 9 - Parks and Trails Legacy Grant (Marc) 12. Funding and Acquisition Report To Date (Angela and Marc) 13. Joint Powers Agreement - No Update (Marc) 14. Athletic Complex Update (Jeff /Angela) 15. Friends of Bertram Update (Jim and Martyn) 16. Discussion of Added Items 17. Cancel February Meeting Date 18. Schedule Next Meeting - March 6, 2015 19. Adjourn MINUTES BERTRAM CHAIN OF LAKES REGIONAL PARK ADVISORY COUNCIL Friday, December 5, 2014 8:00 a.m. Bridge Room, Monticello Community Center Advisory Council Members Present: Mark Daleiden, Martyn Dibben, Jim Hayes, Clint Herbst, Tom Jahnke, Jim Lindberg, Larry Nolan, Wes Olson, Scott Peterson, Glen Posusta, Pat Sawatzke, Sandra Theros, Lyle Trunnell Staff Present: Stacy Marquardt, Marc Mattice, Jeff O'Neill, Tom Pawelk, Angela Schumann Others Present: Graham Sones 1. Call to Order. Martyn Dibben called the meeting to order at 8:05 a.m. and declared a quorum present. 2. Consideration of approving minutes from November 7, 2014 meeting. MARK DALEIDEN MOVED TO APPROVE THE MINUTES OF THE REGULAR BCOL ADVISORY COUNCIL MEETING ON NOVEMBER 7, 2014. MOTION SECONDED BY GLEN POSUSTA. MOTION CARRIED UNANIMOUSLY, 13 -0. 3. Consideration of adding to and approving the agenda. A. Update on 2015 Purchases. B. Frostbite Challenge Update. MARK DALEIDEN MOVED TO APPROVE THE AGENDA WITH THE ADDITIONAL ITEMS AS NOTED. MOTION SECONDED BY TOM JAHNKE. MOTION CARRIED UNANIMOUSLY, 13 -0. 4. 2015 YMCA Day Camp operations and items for consideration. Marc Mattice said that the YMCA day camp construction will not be completed in time for the 2015 camp season so the YMCA has approached the City /County about implementing an interim addendum to the Shared Use Agreement. Mattice distributed the proposed amended agreement and reviewed with the Advisory Council. He explained that this agreement will cover the needs of the YMCA to provide a location to run the base camp for the 2015 Day Camp Manitou program. Main discussion points include: • Indicate specific use dates for the YMCA. • Amphitheater (near Chalet) use when not in conflict with construction by County. • Eliminating the wording: "exclusive use" of grounds. • Eliminating the wording: "exclusive license" to use buildings. • Eliminate wording: "through December 31, 2015" - change to "through October 1, 2015" • Designate YMCA parking area or include shared parking with the public. • Add a paragraph about grounds maintenance and expectations for the YMCA. BCOL Regional Park Advisory Council Meeting Minutes: December 5, 2014 PAT SAWATZKE MOVED TO HAVE MARC MATTICE ADJUST THE LANGUAGE IN THE AGREEMENT AS DISCUSSED. MOTION SECONDED BY CLINT HERBST. MOTION CARRIED UNANIMOUSLY, 13 -0. 5. Joint Power Agreement. Marc Mattice said that he has not yet received the draft agreement back from the County Attorney but it is being worked on and they are getting closer. Mattice will bring back the draft agreement for review to the Advisory Council when he has received it. Pat Sawatzke asked Mattice to also include a draft copy of the agreement in the County Commissioner mailboxes so they can see that progress is being made. 6. Fall construction halted. Marc Mattice said that the construction on the beach, road improvements and parking lot have been halted due to the winter weather. The beach did get completed, the subgrade was excavated for the road and 90% of subgrade was done for the parking lot. Mattice said that if the weather warms up the County will get the first base of Class 5 gravel on the road and next spring /summer they will put down the final course. Construction will resume in the spring when weather conditions allow. 7. Review and recommendation of appointment for open seat on the Advisory Council. Angela Schumann said that Lyle Trunnel's seat is open as of January 1, and with Lyle indicating he is stepping down from the Advisory Council, the seat has been advertised as open. One application was received for the position from Kim Hewson- Garber, a Monticello Township resident who lives next to the park. Hewson- Garber currently works for the Monticello School District and previously interned at a nature center as she minored in biology and geology. Schumann noted that Trunnel is a city resident but the applicant, Hewson- Garber, is not a city resident and asked if the Advisory Council feels a balance of 2 -City and 2- County at large citizen members are important or if the organizational guidelines set forth in the By Laws should remain as they are. The consensus of the Advisory Council is to maintain the four citizen at large positions as they are stated in the By Laws, as a Wright County resident. MARK DALEIDEN MOVED TO APPOINT KIM HEWSON - GARBER TO THE CITIZEN AT LARGE SEAT ON THE BERTRAM CHAIN OF LAKES REGIONAL PARK ADVISORY COUNCIL WHICH IS BEING VACATED BY LYLE TRUNNEL. MOTION SECONDED BY JIM LINDBERG. MOTION CARRIED UNANIMOUSLY, 13 -0. 8. Friends update. Jim Lindberg said that the Friends next board meeting is next Friday where they will elect officers to the board and accept donations from the Phillip LaVallee Memorial Run. The next planned event is the snow sculpture contest in coordination with the 2nd Annual Winter Block Party at the MCC in February. 2 BCOL Regional Park Advisory Council Meeting Minutes: December 5, 2014 9. Discussion of added items. A. Update on 2015 Purchases: Both the City and County have approved the match for the Legacy Grant and the City has approved the match for the Outdoor Rec Grant and Marc Mattice said he will go to the County Board in December for that match approval of $86,000. Once the County approves the grant match, then the appraisal process can begin. B. Frostbite Challenge Update: Marc Mattice said the permit has been approved for what is now called "Frostbite Days ". The ice fishing contest will take place on Sunday, January 11th at the park on Bertram Lake with the free Kids Fishing Contest (under age 12) from 10am- 11:30am and the Main Fishing Contest from Noon -3pm. Mattice said his understanding is that the City is going to remove snow for the fishing contest and plow the road down to the lake (pending Council approval). Mattice said there will be a distinct path where traffic goes in and out as the area around the beach has already been landscaped and seeded. They will shuttle participants from the designated parking area at the YMCA entrance off of Briarwood down to the lake on the new road. Mattice noted that one of the key items agreed to by the Lions is that in all their advertising for the contest, they should communicate the vision and goals of the Bertram Chain of Lakes Regional Park. All information regarding Frostbite Days and the fishing contest can be found on their website at: www.frostbitedays.com. MARK DALEIDEN MOVED TO APPROVE THE FROSTBITE DAYS FISHING CONTEST AT THE BERTRAM CHAIN OF LAKES REGIONAL PARK. MOTION SECONDED BY GLEN POSUSTA. MOTION CARRIED UNANIMOUSLY, 13 -0. 10. Cancel January meeting. Marc Mattice asked to cancel the January meeting due to the holidays as the meeting would fall on January 2, 2015. The consensus is to move the meeting to January 16, 2015, at 8 a.m. 11. Adiourn. TOM JAHNKE MOVED TO ADJOURN AT 9:20 AM. MOTION SECONDED BY MARK DALELIDEN. MOTION CARRIED UNANIMOUSLY, 13 -0. Recorder: 06th &rcm Administrative Assistant Approval Date: Attest: Angela Schumann, Bertram Advisory Council 3 Contacts City Staff Jeff Oneill Monticello City Administrator 763 - 271 -3215 EmailAddress Term Brian Stumpf 763 - 271 -3224 angela.schumann @ci.monticello.mn.us brian .stumpf @ci.monticello.mn.us Appointment Glen Posusta Tom.Pawelk @ci.monticello.mn.us 763- 295 -5647 glen .posusta @ci.monticello.mn.us Appointment Jim Hayes 10445 Clementa Avenue NW, Maple Lake, MN 55358 (763) 878 -2199 City of Monticello Administrative Assistant 12/31/2015 Jim Lindberg lindbergjh @hotmail.com Appointment Kim Hewson- Garber 2566 90th Street NE, Monticello, MN 55362 612- 432 -9593 kimmerhg@gmail.com 12/31/2017 Larry Nolan 763 - 682 -7693 marc.mattice @co.wright.mn.us mlnl70l@hotmail.com Appointment Martyn Dibben 702 6th Ave NW, Buffalo, MN 55313 763 - 684 -0527 mdibben@bwig.net Appointment Patrick Sawatzke 763 - 682 -7687 patrick.sawatzke@co.wright.mn.us Appointment Sandra Theros griggs8sidd@hotmail.com Appointment Scott Peterson 954 100th Street NE, Monticello, MN 55362 763 - 271 -5913 d_scott_peterson @cargill.com Appointment Mark Daleiden 763 - 682 -7686 mark.daleiden@co.wright.mn.us Appointment Tom Jahnke 3403 56th Street NE, Buffalo, MN 55313 763 - 682 -2086 yonker @usfamily.net 12/31/2015 Wes Olson wes@wesolsonelectric.com 12/31/2017 City Staff Jeff Oneill Monticello City Administrator 763 - 271 -3215 jeff.oneill @ci.monticello.mn.us Angela Schuman Monticello Community development Director 763 - 271 -3224 angela.schumann @ci.monticello.mn.us Tom Pawelk Monticello Parks Superintendant 763 - 271 -3276 Tom.Pawelk @ci.monticello.mn.us Kitty Baltos Monticello Community Center Director 763 - 271 -3268 kitty .baltos @ci.monticello.mn.us Beth Green City of Monticello Administrative Assistant 763 - 271 -7450 Beth.Green @ci.monticello.mn.us County Staff Stacy Marquardt Wright County Planning and Zoning 763 - 682 -7337 Stacy. Marquardt @co.wright.mn.us Marc Mattice Wright County Parks Department 763 - 682 -7693 marc.mattice @co.wright.mn.us Page 1 AMENDMENT TO THE 2014 -2015 AMENDED AND RESTATED SHARED USE AGREEMENT This agreement is made effective , 2014 by and between the Young Men's Christian Association of the Greater Twin Cities, a Minnesota corporation ( "YMCA ") and the City of Monticello, Minnesota (the "City ") and the County of Wright (the "County "). RECITALS: A. This Amendment to the 2014 -2015 Amended and Restated Shared Use Agreement is written to cover the needs that the YMCA has to provide a location to run the base camp for the 2015 Day Camp Manitou program. B. The Amendment is intended to add to, and not replace the 2014 -2015 Amended and Restated Shared Use Agreement and is intended to be a continuation of the relationship that previously memorialized between the YMCA, City and County as stated in previous Shared Use Agreements and until all of the transactions described in the original and amended Memorandum of Understanding. C. These areas and programs described below are intended to bridge the gap for YMCA Day Camp Programming between the beginning of the 2015 summer programming season June 8, 2015, until the end of the 2015 day camp program season, August 29, 2015 or the completion of the construction in the new day camp location, whichever comes first. YMCA staff will have access to the site to set up prior to the summer and will have two weeks following the end of the summer to complete the necessary clean up. Now, therefore, in consideration of mutual promises herein made, the transactions described herein and other good and valuable consideration, the parties to this agreement, the YMCA, County and City, agree as follows: 1. Original Amphitheater (near Chalet). It is understood that the County wishes to make repairs to the Amphitheater during the summer. During the term of this agreement, the YMCA will be allowed to use the Amphitheater when not in conflict with the intended repairs being made by the County. The YMCA may use the Amphitheater as a morning (9:15) and afternoon (4:00) gather area Monday - Friday for a period of approximately 30 minutes during both times. The YMCA agrees to clean the amphitheater and leave the area in an acceptable condition after each use. 2. Pole Barn (near the Farm House). The Pole Barn will be used as the base of camp operations. Activities will include the summer office, indoor summer programming, infirmary, program supply storage area. Some camp equipment will continue to be stored in the building during the term of this agreement. 3. Area near and around the Farm House. During the program day, as defined in the Ground Lease, the YMCA will have use (M- F 8:00 a.m. to 5:00 p.m. plus special family night) of the grounds near the Farm House as defined by the attached map. Within this area, the YMCA will set up program activities, including but limited to; the GaGa Pit, Archery Range, 9 Square, etc. These activities will be similar in nature to activities historically associated with the day camp program and described in the Ground Lease Agreement. 4. Camp Sites (day use). The day campers use picnic table gathering areas for each group. The sites will have a picnic table and a fire pit and will be located near the program area, near the farm house, the YMCA will have all site approved by the land manager prior to establishing for the season. At the end of the season the YMCA will remove all tables, fire rings and other items. If the YMCA does not accomplish these tasks the land manager may complete removal and charge the YMCA for time, equipment and materials. 5. Use of Buildings, Program Areas and Trails. On weekdays between the hours of 8:00 A.M. to 5:00 p.m. during June, July and August during the term of this Shared Use Agreement, the YMCA is granted use of the buildings on the Property to wit: Through October 1, 2015 1. Old Summer Office located in parcel 713 2. Arts and Crafts pole barn located on parcel 7B 3. Water well located at the Old Summer Office located on parcel 713 4. Water well located at the farm house on parcel 8A 5. The YMCA and Land Manager will work together to find and locate suitable parking for day camp purposes. 6. Horse Barn/Quonset building on parcel 12. 7. Water well located at the horse barn on parcel 12 8. Pasture, fences on parcel 12 and riding trails as designated by County /City 9. Caretaker's Residence with parking, well and septic system Located on parcel 8A The YMCA will use these buildings in its Camp Manitou programs and the Property to access its facilities and its camp programs (including the horseback and hiking programs which use the Property and other lands owned by the City and the County), for itself and its camp participants and invitees. If constructed by the City or County, the YMCA will use designated County and City maintained trails as the access for its facilities and programs 6. Maintain Buildings. The parties will continue to maintain but have no obligation to improve the buildings and facilities. 7. Maintenance of Grounds. The YMCA will maintain the grounds around the facilities listed in item 5, this includes, mowing, liter control and removal of fallen trees. If the YMCA does not accomplish these tasks the land manager may complete task upon notice and charge the YMCA for time, equipment and materials. 8. Term. This Shared Use Agreement shall remain in full force and effect until the completion of the sale and purchase transactions described in that certain Memorandum Of Understanding (and Addenda thereto) between the YMCA and the City and the County dated December 15, 2008. This Shared Use Agreement shall terminate on December 31, 2015. In witness whereof this Shared Use Agreement is executed by the parties as follows: Dated: Dated: COUNTY OF WRIGHT Chairperson, County Board County Coordinator CITY OF MONTICELLO Mayor City Administrator Dated: YOUNG MEN'S CHRISTIAN ASSOCIATION OF THE GREATER TWIN CITIES Glen Gunderson, CEO and President Gregory W. Waibel, Chief Financial Officer Manitou Concept Map 2015 — Pre -build Will have use of Old Amphitheater until • construction beings. • Will have 40' of beach for swimming • Will have 10' of beach for paddleboards • Campers will travel along lake trail to beach Old change areas will still be in use Shed will be built next to change areas to house waterfront equipment —shed will be able to be moved to a new loca- tion as needed. Wagons will be used to move equip- ment to areas around camp Canoeing /Kayaking —Old Canoe beach on long lake Gaga a9 Square + Campsite Swimming Beach— Newly groomed by the County , 3r, -�nT + Created for: �nection `•1' "�- ice:• _ e: -. :�® ..l . -_ 't `•, -h `cultural, Recreation Site Plan '� pp ** 'r Forestry ° Bertram 1� ` Mf Project �' -.. Chain of Lakes ;ed" Acquisition G' a Phase IX Legend First (I! Amphitheater fp Beach Rental Chalet s yr` t Canoe Access 1� e 4, © ' Park Road Agricultural Imo. j Mud d Trai I ae' I ' - jr _ Phase IX f� T Illti r (50 Acres) Existing or Planned (812.15 Acres) Future Acquisition A r {; City of Monticello Future Facilities :.� l+ r Boat Access IT- ' cam .n p g esidential Day Use Savannah 4 j' _`. Fishing Pier • ' Reclamation i ,. Protect �l!4 i� Park Office Area YI• Day Camp Program B e r t r a 111 ll�� ui, - o - © Area & Facilities Park Road Long �>-�..� >• .. 1 , Trail Sit Ru -Y y�;�*`� 0 700 1:400 ;,�• �. - Scenic, Rest 4 ®ti. - Overlook« - Feet ' w r Wright County GIS iT "• " '� Office of the County Surveyor ectio September, 2014 s -- Conn n to Residential Trail 1� " ,_, �5• — — �- - Item #6